Add a vendor bill

Vendor bills should be entered with enough detail for a reviewer to approve or reject them without chasing missing context.

What this guide helps you do

• Create a bill for a vendor expense.
• Attach or reference supporting details when available.
• Prepare bills with AI while leaving approval and payment separate.

Before you start

• Know the vendor, amount, currency, due date, invoice number, and expense reason.
• Check whether the bill already exists.
• Have supporting documents or notes ready.

Do it manually

1. Open Money and choose Pay Bills.
2. Click the action to add a vendor bill.
3. Select or enter the vendor.
4. Enter amount, due date, invoice number, memo, and supporting details.
5. Save the bill as a draft or submit for approval according to your process.
6. Confirm the bill appears in Pay Bills with the correct status.

Ask Faster AI

• Create a draft vendor bill from this invoice summary and keep it for review.
• Check whether a bill with this vendor and invoice number already exists before I add it.
• Extract the vendor, amount, due date, and invoice number from this bill text and show me the draft.

Review before saving, sending, paying, or refunding

• Verify vendor identity and invoice number.
• Check amount, currency, tax, due date, and expense category.
• Do not submit for approval until supporting context is clear.

Common issues and fixes

• If the vendor is missing, add or select the correct vendor first.
• If the bill is a duplicate, do not submit it; resolve the duplicate.
• If the amount is uncertain, save a draft and request clarification.

Faster Money overview

For how vendor bills fit into the broader Pay Bills workflow, read the Faster Money overview. Faster Money: Invoices, Quotes, and Bill Pay in One Place.

Connected workflows

• Manage roles for content and Money
• Start a chat from Workspace
• Review customer money history
• Review revenue and pay-now activity

Placeholder media

• Screenshot placeholder: add an annotated screenshot of add a vendor bill with customer names, amounts, account details, and private notes blurred.
• Video placeholder: add a short walkthrough that starts from the Money workspace, shows the manual path, then shows the review step before anything is sent, paid, refunded, or published.

Related help

• Add a vendor bill
• Approve a bill before payment
• Run payment runs

Use it in daily operations

• Before closing the task, review the related Money record, customer record, owner, due date, and any follow-up message that should happen next.
• If the workflow affects a real payment, keep the action in review until the amount, recipient, invoice, quote, or bill details are confirmed.
• Use Faster AI to summarize the payment context and prepare a checklist, but approve sends, refunds, bill payments, and customer-facing messages manually.